Key Responsibilities and Required Skills for a Human Resource Clerk

🎯 Role Definition

The Human Resource (HR) Clerk is a foundational administrative role that serves as the backbone of an efficient HR department. This position plays a pivotal role in maintaining the accuracy of employee records, supporting the employee lifecycle from recruitment to offboarding, and acting as a first point of contact for employee inquiries. An HR Clerk ensures the smooth and compliant operation of daily HR functions, providing essential support to the entire HR team and the organization's workforce. They are the guardians of sensitive information and the facilitators of core HR processes, making them indispensable to a well-run company.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Office Coordinator / Manager
Receptionist / Front Desk Coordinator

Advancement To:

HR Coordinator
HR Generalist
Benefits Assistant or Specialist

Lateral Moves:

Payroll Clerk
Executive Assistant

Core Responsibilities

Primary Functions

Maintain and meticulously update employee records, both in our digital Human Resources Information System (HRIS) and in physical personnel files, ensuring absolute accuracy and confidentiality.
Provide crucial administrative support throughout the full recruitment lifecycle, from posting job advertisements and screening initial applications to scheduling interviews with hiring managers.
Prepare comprehensive new hire packets and assist in the facilitation of the employee onboarding process, ensuring a smooth and welcoming experience for new team members.
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Process a variety of employee status changes, including new hires, promotions, transfers, and terminations, ensuring all data is entered correctly and promptly into the HRIS.
Act as a knowledgeable and approachable first point of contact for employee questions regarding fundamental HR policies, standard procedures, and benefits inquiries.
Accurately prepare and process HR-related documentation, such as offer letters, employment contracts, and termination paperwork, in accordance with company standards.
Assist the payroll department by providing timely and accurate employee data, including information on new hires, leave of absence, pay adjustments, and terminations.
Support the administration of employee benefits programs by assisting with open enrollment, processing life event changes, and answering basic employee questions.
Conduct and document pre-employment verifications, including reference checks, background screenings, and the completion and filing of Form I-9 and E-Verify.
Organize, manage, and ensure the integrity of confidential personnel files, adhering strictly to federal, state, and local legal requirements and data privacy protocols.
Respond efficiently to external requests for verification of employment (VOE) while adhering to company policy on information disclosure.
Assist in the employee offboarding process by preparing separation documents, coordinating final paychecks, and scheduling exit interviews.

Secondary Functions

Support the performance management cycle by tracking the completion of reviews, sending automated reminders, and filing completed appraisal documents.
Provide logistical coordination and support for HR-led events, including training sessions, wellness initiatives, and employee engagement activities.
Generate routine and ad-hoc reports from the HRIS on key metrics such as employee headcount, departmental turnover, and recruitment activity.
Assist with HR compliance audits by gathering, organizing, and preparing requested employee files and documentation for review.
Manage the ordering and inventory of office supplies for the Human Resources department.
File and process workers' compensation claims, maintain related documentation, and track case statuses under the guidance of an HR Manager.
Ensure all physical and digital compliance postings, such as labor law posters and EEO statements, are current and correctly displayed.
Track and administer various employee leave requests, such as FMLA, personal leave, or sick time, ensuring proper documentation is received and filed.

Required Skills & Competencies

Hard Skills (Technical)

HRIS Proficiency: Hands-on experience with Human Resource Information Systems (e.g., Workday, ADP, BambooHR, UKG).
Microsoft Office Suite: Advanced skills in Microsoft Word, Excel (including basic formulas and formatting), and Outlook for scheduling and communication.
Data Entry & Management: High speed and accuracy in data entry, with a strong ability to manage and maintain large volumes of sensitive information.
Record Keeping: Solid understanding of systematic and compliant filing and record-keeping principles for both digital and physical files.
Applicant Tracking Systems (ATS): Familiarity with using ATS platforms to manage candidate pipelines and post job openings.
Basic HR Law Knowledge: Foundational knowledge of employment laws and regulations (e.g., FMLA, EEO, I-9 compliance).

Soft Skills

Discretion & Confidentiality: An unwavering ability to handle highly sensitive and confidential information with the utmost integrity and discretion.
Meticulous Attention to Detail: A sharp eye for detail to ensure accuracy in records, paperwork, and data, minimizing errors and compliance risks.
Organizational & Time-Management Skills: The capacity to prioritize a high volume of tasks, manage competing deadlines, and maintain a structured workflow in a fast-paced environment.
Communication Skills: Clear, professional, and empathetic communication skills, both written and verbal, for interacting with employees, managers, and external parties.
Interpersonal Skills: A customer-service-oriented approach and the ability to build positive, professional relationships with colleagues at all levels.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Human Resources Management
Business Administration

Experience Requirements

Typical Experience Range:

1-3 years of demonstrated experience in an administrative, clerical, or office support role.

Preferred:

Direct experience within a Human Resources department is highly advantageous. Experience in a role that required handling confidential information is strongly preferred.